What does a bid proposal include?
Identify the project, scope, options, allowances, exclusions, schedule, terms, validity date and approval.
Bid proposal template with good-better-best options
A bid proposal gives a customer a written scope, the options you offer and a clear way to approve the selected work.
Fictional filled example — no prices or real customer details
This sample uses clearly fictional, non-contact example data to show how the form might read. It is not a real job, a price recommendation or legal advice.
- Company name
- Fictional Service Contractor
- Customer or recipient
- Sample recipient
- Project address
- Example project address
- Scope and specifications
- Describe the response to the reviewed request.
- Option 1: description and price
- Example option: identify equipment and included work.
- Option 2: description and price
- Example alternate: describe the difference from option 1.
- Allowances and owner selections
- List any pending selection without inventing a price.
Respond to the work being requested
Reference the project and the requested scope so the recipient can tell which bid they are reviewing. Confirm that the bid responds to the same plans, specifications, addenda and site access assumptions as other submissions. If a document or addendum is missing, list it as an open item rather than claiming it was included.
Make each option comparable
If you offer multiple options, describe the difference in equipment, material, scope or service for each one. Keep common work visible and identify which selection is recommended only when your company has a reason to say so. Leave prices blank for your own estimates; do not create an invented comparison to make one option appear better.
Define allowances and exclusions
State what an allowance covers, how it will be reconciled after the customer makes a selection and what happens if actual cost differs. List exclusions and clarifications separately so the recipient can see whether they are included, by others or unresolved. Avoid broad labels such as standard work when the bid needs a measurable scope.
Confirm the schedule and bid validity
Describe the proposed start or completion timing, the dependencies that affect it, and how long the submitted pricing remains valid. Explain whether delivery, permits, site readiness or owner decisions affect the schedule. A date entered in the form should reflect your actual capacity and supplier information, not an automatic default.
Document acceptance and revisions
Specify how the customer selects an option, who can approve it and how a revision will be handled. Retain the bid version, relevant addenda and signed acceptance. If the parties change the scope after selection, document the change separately instead of silently editing a previously accepted bid.
Fictional completion example
A fictional service contractor could bid three ways to replace one sample rooftop unit, describing equipment differences while keeping permits and electrical changes clearly assigned. The example shows structure only. It includes no manufacturer recommendation, quantity claim or price comparison.
FAQ
Can I present good-better-best options?
Yes. Use the three option fields to describe differences clearly, then enter prices based on your own calculations.
Are the proposal examples market prices?
No prices are included. The fictional example explains structure only and is not a cost benchmark.
Which editable file formats are available?
Download a Word document or an Excel workbook with option line items, as well as a printable PDF.
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